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    I supervise someone new

    Use this guide as a first-time direct supervisor to prepare for an employee’s arrival and lead their first month at AAD.

    Content owner: AAD Human Resources with AAD service partners

    Review expectation: Review this page when PageUp supervisor assignments, onboarding guidance, university source links, or AAD service expectations change.

    Change path: Send corrections, missing links, or owner updates through Request a website change.

    Start Here

    You lead the onboarding experience as the employee’s direct supervisor. Use this timeline to prepare, welcome, clarify the role, and follow up during the first month.

    Complete the person-specific supervisor tasks assigned to you in PageUp and act on email notices when something is due.

    Confirm the role, start date, arrival plan, and the service partners needed for workspace, access, employment, purchasing, facilities, or safety setup.

    You do not perform every partner-owned task. Identify who owns the work, make the handoff, and follow up until the employee has what they need.

    Before the Employee's First Day

    Give the employee a clear arrival plan and resolve or explain setup gaps before their first day.

    Send the arrival plan, including when and where to report, how to enter the building, what to bring, and how to reach you if plans change.

    Prepare the workspace and coordinate with AAD IT on role-specific equipment, accounts, software, and shared resources; coordinate building access and required safety steps through the responsible local service.

    Build a first-week schedule with welcome time, team and support introductions, immediate priorities, required training, and room for questions.

    Choose a mentor or peer support contact and explain how that person will complement, not replace, your supervision.

    Confirm durable contact routes for AAD HR, AAD IT, Finance, facilities, safety, and local administration. If something will not be ready, tell the employee early, explain the temporary plan, and follow up through the service request.

    • Do not hand an internal checklist to the employee as if every setup item is theirs to complete.
    • Confirm current role requirements with the service that owns them instead of reusing an old access or training list.

    First Day

    Welcome the employee, provide enough context to begin, and make it clear how you will support them.

    Meet the employee and walk through the first-day and first-week schedule.

    Test essential equipment and access together, and route any problem through the correct service request path.

    Explain immediate priorities, communication norms, schedule expectations, and how to reach you with questions.

    Introduce the team and the support routes they will use for HR, IT, Finance, facilities, safety, and local questions.

    Schedule the early check-in before the day ends. Do not try to cover every policy and system at once.

    First Week

    Use the first week to build role clarity, working relationships, and confidence in the employee’s support network.

    Explain responsibilities, near-term priorities, decision boundaries, recurring meetings, local approval paths, and how you will assign and review work.

    Complete team and support introductions, including the mentor or peer support contact and the roles that handle HR, IT, Finance, facilities, and safety questions.

    Set aside dedicated time for required training and provide role-specific walkthroughs for the systems and processes the employee will use.

    Hold the supervisor-scheduled early check-in to discuss access, workload, training, unanswered questions, and whether the employee feels informed and included.

    First Month

    Hold the supervisor-scheduled first-month check-in and use it to adjust support before early confusion becomes a recurring problem.

    Review responsibilities, workload, role clarity, and decision boundaries.

    Check required training and role-specific access, and follow up on unresolved service requests.

    Confirm recurring processes such as meetings, approvals, purchasing, schedules, and local administrative routines.

    Agree on future priorities, development needs, and the schedule for future check-ins.

    Systems, Training, and Access

    Request access and assign training based on the work this employee will actually perform.

    PageUp

    Complete supervisor tasks assigned to you for this employee and act on PageUp email notices when an item is due.

    AAD IT

    Request only the accounts, equipment, software, shared resources, and data access the role requires, then follow the durable AAD IT request path for updates.

    Banner and Hokie SPA

    Request Banner or Hokie SPA access only when the role requires it, and pair access with the assigned training and local process guidance.

    EHS training

    Confirm which EHS training applies to the role before the employee begins shop, studio, lab, equipment, or hazardous-material work.

    Finance, purchasing, and P-Card

    If the role includes purchasing, travel, reimbursements, P-Card, HokieMart, or fiscal duties, coordinate the assigned training and approval route with Finance and local business support.

    Flexible Work Agreements

    If a flexible work arrangement applies to the role, discuss expectations and use the current Virginia Tech HR agreement process.

    Contact Strategies

    Give the employee durable ways to get help instead of a list that depends on one named individual.

    Your role as supervisor

    You own the arrival plan, role clarity, priorities, decision boundaries, check-in schedule, partner handoffs, and follow-up when an onboarding need is unresolved.

    Human Resources

    Use the AAD HR service route for local employment guidance and the HR Service Center for durable university help with pay, benefits, employment records, and HR processes.

    AAD IT

    Use the AAD IT service site and shared request path for equipment, accounts, software, access, security, and technical support so work can be tracked and reassigned.

    Finance and local business support

    Use the Finance site, shared business channels, and established request paths for purchasing, travel, reimbursements, P-Card, HokieMart, and fiscal approvals.

    Facilities, building access, and safety

    Use your unit’s shared facilities or local administration channel and the responsible service request path for workspace, keys, building access, repairs, safety, and emergency preparation.

    Mentor or peer support

    Choose a role-based mentor or peer who can explain team practices, answer everyday questions, and connect the employee to shared resources without replacing your supervision.

    Common Questions

    Use these answers to keep ownership clear and route sensitive questions to the right service.

    Where do my supervisor tasks arrive?
    Current person-specific supervisor tasks are assigned to you in PageUp, with email notices when an item is due. Follow the assignment and contact AAD HR if the instructions or ownership are unclear.
    Who owns the onboarding work?
    You own the arrival plan, welcome, role clarity, check-ins, partner handoffs, and follow-up. HR, IT, Finance, facilities, safety, and local administration own the services and procedures in their areas; the employee completes only the tasks assigned to them.
    What should I do when something will not be ready?
    Tell the employee early, explain what is delayed, provide a workable temporary plan, submit or update the service request, and follow up with the partner that owns the need.
    How much system access should I request?
    Request the minimum role-specific access needed for assigned work. Confirm requirements with the service owner, pair access with required training, and add access later when responsibilities change.
    Who schedules the onboarding check-ins?
    You schedule the early and first-month check-ins, make room for questions, and agree with the employee on future priorities and future check-ins.
    How should I route sensitive questions?
    Route pay and compensation questions to AAD HR or the HR Service Center. Route discrimination, harassment, civil rights, ADA, Title IX, and sexual violence questions to the Office for Civil Rights Compliance and Prevention Education. Do not investigate or answer these questions informally.